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Mosaic HR Information Session
August 19 and 27, 2014
McMaster University
Mosaic HR Module Overview Go-Live Support Model Change Impacts Mosaic HR Module Walk-Through
Training Administration Recruitment Solutions Time Management
What’s on the Horizon
Agenda
1
Mosaic HR Module Overview
The path to October 2014…and beyond
2
The Mosaic landscape for HRThe following modules are in-scope for HR Release One:
October 2014
• Core HR – Personal Information, Job Data, Compensation • Payroll – Payroll Processing, Taxes, Pay cheque• Benefits - Life, Major Medical, Dental• Time Management - Time Entry, Time approval, Leave tracking• Health & Safety - Incident tracking• Training Administration – Course enrollment, course tracking• Employee Self Service – View personal info, view pay cheque, enroll in training• Manager Self Service – Recruitment process, time approval, reporting• Workflow – Time approval, recruitment approvals• Pension – Weekly Interface with an external pension provider• Recruitment – Job posting, applicant tracking, offers, hire – Moved to December 2014
3
The Mosaic landscape for HRJanuary 2015
• Employee Self-Service (Full) – Update access• Manager Self-Service (Full) – Enhanced access to their employees information• Workflow – Enhanced approval workflow for manager self service• Pension – Self Service – including lump sum (commuted value) and annual pension
estimates – Moved to Spring 2015
4
Go-Live Support Model
5
Anticipated Go-Live Issues
• TM Workflow Approvals• Recruitment Workflow ApprovalsWorkflow
• Access issues• Granting rights• Can’t Log on
Security
• How do I…• Not functioning as expected• Where is the documentation
Process/Training/Documentation
• How do I access my data• My report is missing• I can’t find my data• Process Scheduler – Running Reports
Reporting
• Availability• Response times• Missing/broken functionality
Infrastructure/Apps Services
Process/How do I… Self Help and Training
Super User Network
HR Support from appropriate group: HRSC, FHS HR or SGS
Mosaic Project Teams (Tech & Project) and Oracle
UTS Service Desk
Security Issues
Reporting /Data…
Enhancement
Break-Fix
Go-Live Support Levels: HR
Support Model
Self Help Level 0: Training material, job aides, webinars, FAQs, regularly updated Mosaic Portal
Super UsersLevel 1: Super User Network – Provide multiple points of support for prompt issue
resolution. Open Labs to support Time Management, Super Users available by phone and email.
HR Offices Level 2: Contact your designated HR service rep in FHS HR or HRSC; or for grad pay issues SGS
MosaicProject Team
Level 3: Functional and Technical subject matter experts from HR, UTS, Deloitte and Oracle resolving more complex or systemic issues
UTSService Desk Technical Issues reported directly to UTS
Change Impacts
9
Employee Self-Service
On line Pay Advices View Addresses, phone numbers
Phase 2 You will be able to update your own information
On Line benefit status, dependents and beneficiary Phase 2 – On-line T4s Enrol in Safety Courses
Manager Self-Service
Able to view direct reports job information On line approvals (Recruitment, Time Management) Access to on-line reports and queries Able to see which employees have completed Safety courses
Change Impacts
10
Person ID
Everyone will have one ID - People who are currently an employee and student will have one ID
A single Person ID across all instances (CS, HR, FIN) Old ID will be stored within PeopleSoft so it is not lost One ID will be assigned to a person Length: 9 chars (zeros padded to 9 during our conversion)
Grad Studies Employment payments – Monthly to Bi-Weekly Pay
Aligns with the rest of the University and will mirror the staff pay calendar Easier for students to understand the timing of their bi-weekly employment
income; and to differentiate from the scholarship/bursary payment Scholarship/bursary payment to be paid from the Student System Starts in September at the beginning of the Academic year in MacVIP
Change Impacts
11
Mosaic HR Module Walk-Through
Training Administration
12
Employee/Manager Self-Service
Self-Service Training Enrollment – Safety Courses Track/View Employee Training (for new training; older training records still
held within EOHSS)
System Administration
Create Training Session Manage Waitlists Reschedule/Cancel Classroom Session Track/View Employee Training Create a New Online Course
Training Administration
13
Self Service Training Enrollment
14
Self Service Training Enrollment
15
View Training History
16
Mosaic HR Module Walk-Through
Recruitment Solutions
17
Talent Acquisition Manager
The component for administering recruitment processes within the PeopleSoft Recruitment Solutions platform.
Candidate GatewayThe applicant self-service front-end to Oracle's PeopleSoft Recruiting Solutions platform. It provides a gateway for both internal and external candidates to search, apply for, and track job opportunities.
Job Opening This is commonly referred to as a Job Requisition. This lists the information required to initiate the recruitment process.
Job Posting Applicant facing information that is associated with a job opening.
Dispositions Applicant’s status with regard to the recruiting process for a particular job opening.
Application DataApplication data refers to details about an applicant’s specific application to a specific Job Opening such as their resume, cover letter, transcripts and supplementary documents.
Applicant DataApplicant data refers to details about an applicant’s personal information such as name, address and contact information. It also includes details about an applicant's application history in the system.
Recruitment Solutions Key Terms
18
Recruiting Roles in PeopleSoft Recruitment Solutions
Primary Hiring Manager
This individual is normally the immediate supervisor of the new incumbent for the job that is being recruited.
Recruitment Coordinator
This individual, if applicable, administers the recruitment process on behalf of the Primary Hiring Manager. This is a custom role which will provide the same access to the system as the Primary Hiring Manager, however without approval capability.
RecruiterThis individual is the ‘back-office’ representative who oversees the recruitment process initiated by departments.
19
Overview and Components - Job Opening
1 • Primary Job Opening Information
2 • Recruiting Details
3 • McMaster Information (incl. funding source)
4 • Screening Settings
5 • Job Posting Information
6 • Recruiting Team
7 • Add Supplementary Documents and Obtain Approvals (if applicable)
20
21
Job Board
22
Demo- Job Posting on Candidate Gateway
23
What’s Changing? – Job Opening
Manual forms vs. PeopleSoft Recruitment Sites Scope for Recruitment Solutions- All employee
groups including faculty Screening Questions Supplementary Documents Approval Workflow
24
What’s Changing? - Applying for Jobs
Application Process- Recruitment Sites (Internal and External)
Resume Formatting Supporting Documents Email Job Postings to friends View notifications and interview schedules Review offers of employment
25
Internal Applicants (People in Mosaic)
26
External Applicant- (People not in Mosaic)
Register as a New User Sign-In Using Existing Username and Password
27
Demo – Screen and Select Applicants
28
What’s Changing? - Screen and Select Applicants
Dispositions – Status of an applicant in the Recruitment Cycle
Internal Applicant Profile Query Schedule Interviews (If applicable) System Flexibility
29
Internal Applicant Profile Query
30
Other Features and Functionality
Add an Applicant to Job Opening Search and link the applicant Add additional documents
Making Job Offers Creating Job Offers Approving Job Offers Accepting and Rejecting Job Offers
Prepare For Hire Migrate applicant information into HR system electronically Efficient way of sending information to HR
31
Mosaic HR Module Walk-Through
Time Management
32
Time Management
Time management has two intertwined functions Entry of time worked Tracking time away (e.g. vacation)
Definitions
Time reporter types Positive: reports all time worked Exception: reports exceptions to a regular schedule
Employee types Salaried Exception hourly Hourly
What’s Changing in Time Entry
Ability to bank overtime Ability to track flex-time Employee self-service
Option for employees to enter their own time Limited at launch, gradual rollout
Electronic workflow for time approval Examples of Absence that will be tracked using Time
Management Vacation Sick Days Personal Days (Unifor) Compensatory days off (TMG) One off Unpaid Days Paid Parental Leave Bereavement Jury Duty
What’s New: Leaves and Absences
Replaces multiple faculty and department systems with a single, consistent, University-wide system
Provide a consistent method of reporting Provide a clear accounting of the number of days
used and remaining Balances will be on the Pay Advice Statement
Provide an electronic way for staff to request future vacation time
Make it easier for staff who switch departments to move their remaining days
Impact on Employee Groups
Some employee groups already track leaves and absences in MacVIP
Additional groups, notably UNIFOR and TMG, will begin tracking leaves and absences
Time Management will not be used to track one-off Sick Days and Vacation time for Faculty Members
Time Management Demo
Reporting and Banking Overtime (UNIFOR Unit 1) Reporting Management Compensation Days (TMG) Reporting Personal Day (UNIFOR Unit 1)
What’s on the Horizon?
Present to Go-Live
39
What's on the horizon? Present to Go - Live
Project Team Parallel Payroll Testing Assisting with Training Development & training User acceptance testing – Recruitment and Reporting Implementing fixes from UAT testing Creating and testing the cutover plan Setting up go-live support
What's on the horizon? Present to Go - Live
Super Users User Acceptance testing Train the trainer training Training Development & training Knowledge Transfer Go-live support training
Questions ???
More Information
Mosaic Web Page - http://www.mcmaster.ca/mosaic/ Recorded Webinars (links on Mosaic web page)
Time Management - Reporting Time Time Management - Reporting Absences Recruitment Solutions
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